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A/E Submission Instructions

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A/E Submission Instructions October 2010 revised August 1, 2013 ACKNOWLEDGEMENTS Many professionals at the Department of Veterans Affairs generously contributed their expertise to guide this edition of PG 18-15, Volume B. Chief among them are: Kurt D. Knight Director, Facilities Quality Service Sat Gupta Chief, Consulting Support Service Robert Smoot Chief, Cost Estimating Service Jeet Kumar Architect Krishna Banga Structural Engineer Robert Clifton Project Manager Dan Colagrande Architect Sekhar Datta General Engineer Byron Geddings Project Manager Asok Ghosh Structural Engineer William Goodman General Engineer Chanda P. Joshi Project Manager Vijay P. Kanodia General Engineer Larry Lau Electrical Engineer Kashief Moody Mechanical Engineer (student) Donald L. Myers Architect Mahmut Nazli Mechanical Engineer Robert Nowak Contract Specialist Brian T. Phillips Automated Transport Consultant Dennis Sheils Management & Program Analyst Nancy Z. Sussman Management & Program Analyst Jay Sztuk Architect Mark Wiersma General Engineer Renee Tietjen Architect Lam Vu Electrical Engineer. This edition was created by the National Institute of Building Sciences, working with the following subject matter experts: • John K. Dennington, Weidlinger Associates Inc. • Brian E. Garbecki, Gilbane Building Company • Christopher Kirchner, Syska Hennessey Group Inc. • Jason Richardson, NBBJ • Tom O. Sachs, Oudens Knoop Knoop + Sachs Architects • Kenneth Schram, Syska Hennessey Group Inc. • Peggy Van Eepoels, Weidlinger Associates Inc. National Institute of Building Sciences 1090 Vermont Avenue NW Washington, DC 20005 www.nibs.org • Earle Kennett, Senior Vice President/Chief Operating Officer • Stephanie Stubbs, Technical Project Manager. Cover image: Rendering of the Orlando VA Medical Center, Orlando, Fla., by RLF Architecture Engineering Interiors. 2 Washington, DC 20420 FOREWORD This document states the minimum submission requirements in the production of Pre-Design, Schematic Design, Design Development, and Construction Documents for Major VA New Facilities, Major Additions, & Major Renovations for Medical Center Projects. It will give VA reviewers and the A/E a clear understanding of what is required of the A/E at each stage of design. This document does not relieve the A/E of their professional responsibility to produce a correct, complete, and fully coordinated set of construction documents. VA considers originality and imaginative design as an essential part of the A/E's responsibility. A total environmental approach is a necessity. Proposed options must illustrate a plan that is patient-centered, functional, and aesthetically appropriate for the type of medical service being provided. Lloyd H. Siegel Director, Strategic Management Office 3 July 9, 2013 Update to PG 18-15, Volume B dated October 2010 1. Page 7, I.7. Delete and replace with: Project reviews shall be conducted by Consulting Support Service and the Office of Facilities Pla nning in Central Office for the following submissions: • Pre-Negotiation Design Kickoff Meeting • Concept Selection • Schematic Design 2 (SD2) • Design Development 1 (DD1) The CPM group within Consulting Support Service shall review all SD, DD, submissions, Construction Documents, CPM schedules, and monthly updates throughout the project development and construction. 2. Page 8, I.8. Replace the first sentence with: The Associate Executive Director, Office of Operations will coordinate an executive overview presentation for the Under Secretary for Health or representative. At the conclusion of the presentation the Under Secretary for Health or representative will be asked to certify that the project fulfills the scope of work. 3. Page 11, III.A.11-delete the portion of the sentence that reads “unless otherwise directed by VA PM.” Add the following sentence: An executive briefing at VACO will be conducted for the major VACO offices to obtain their approval and concurrence on the submitted concept. /S/ Lloyd H. Siegel Associate Executive Director, Office of Facilities Planning 4 A/E SUBMISSION REQUIREMENTS FOR VA MEDICAL CENTER MAJOR NEW FACILITIES, ADDITIONS & RENOVATIONS Contents I. GENERAL 7 II. PRE-NEGOTIATION PROJECT TEAM KICKOFF MEETING (VA AND A/E TEAM) 9 III. PRE-DESIGN 10 A. GENERAL 10 B. SITE ASSESSMENT/EXISTING CONDITIONS 11 C. CONCEPTUAL DESIGN 13 IV. SCHEMATIC DESIGN 16 A. GENERAL 16 B. SCHEMATIC DESIGN1 [SD1] 16 C. SCHEMATIC DESIGN2 [SD2] 26 V. DESIGN DEVELOPMENT 37 A. GENERAL 37 B. DESIGN DEVELOPMENT1 [DD1] 37 C. DESIGN DEVELOPMENT2 [DD2] 50 VI. CONSTRUCTION DOCUMENTS 63 A. GENERAL 63 B. CONSTRUCTION DOCUMENTS1 [CD1] 63 C. CONSTRUCTION DOCUMENTS2 [CD2] 75 VII. DISTRIBUTION OF A/E MATERIALS 78 5 6 PG 18-15 Vol. B, Oct 2010 rev Aug 1, 2013 A/E SUBMISSION REQUIREMENTS FOR VA MAJOR PROJECTS (NEW FACILITIES, ADDITIONS & RENOVATIONS) I. GENERAL 1. This document contains minimum submission requirements for the design phase of the major project. 2. The Department of Veterans Affairs (VA) may contract for any portion of a design: Pre-Design, Schematic Design, Design Development, Construction Documents, or a combination of these. 3. The A/E is responsible for producing the Basis of Design (BOD) reports, which provide the descriptive information necessary to evaluate the proposed project from a technical perspective. The BOD addresses technical issues and the A/E’s design decisions, assumptions, and methods. The A/E also is responsible for producing a complete set of drawings, calculations, sample boards, specifications, equipment catalog cuts, performance curves, dimensions, and capacity ratings, all in accordance with VA criteria. The A/E shall be responsible for obtaining and using all VA design criteria and information included or linked on the VA Office of Construction & Facilities Management (CFM) Technical Information Library (TIL) website. 4. CFM shall be responsible for reviewing and commenting on all design submissions within 30 calendar days of receipt. VA may engage the services of peer reviewers to review the submissions and a value engineering review may be performed at each review stage. (Peer reviewers’ comments shall be entered into the DrCheckssm system three working days prior to review; VA comments shall be entered in DrChecks five working days after the review.) The A/E shall not move forward into the next design phase until all changes based on the review have been entered into the DrChecks electronic reviewing system and approved by the VA Project Manager (PM). 5. The A/E shall provide individually packaged submissions to each unit specified in the "Distribution of Submission Materials" section. The A/E shall submit the Medical Center's and the Regional Fire, Safety Engineer’s, and Peer Review packages directly. (On some projects, as directed by the VA PM, submissions for Asbestos Abatement and Commissioning also shall be the responsibility of the A/E.) 6. There are one Conceptual (C) submission, two Schematic Design (SD1 & SD2) submissions, two Design Development (DD1 & DD2) submissions, and two Construction Document (CD1 and CD2) submissions described in this document. At each submission, all material shall be dated, and presented on VA standard size drawings that are appropriately labeled, for example, “CONCEPTUAL,” "SCHEMATIC DESIGN-SD1 SUBMISSION", "SCHEMATIC DESIGN-SD2 SUBMISSION", in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review. 7. Project Reviews shall be conducted by Consulting Support Service, the Office of Facilities Planning, and Project Managers in the Central Office for the following submissions: • Pre-Negotiation Design Kickoff Meeting • Concept Selection • Schematic Design 2 (SD2) • Design Development 1 (DD1). 7 PG 18-15 Vol. B, Oct 2010 rev Aug 1, 2013 The CPM group within Consulting Support Service shall review all SD, DD submissions, Construction Documents, CPM schedules, and monthly updates throughout the project development and construction. 8. The Associate Executive Director, Office of Operations will coordinate an executive overview presentation for the Under Secretary for Health or representative. At the conclusion of the presentation the Undersecretary for Health or representative will be asked to certify that the project submittal fulfills the stated project scope. Executive presentations shall utilize appropriate visual communication tools and/or equipment to facilitate a full understanding of the design elements by the attendees. 8 PG 18-15 Vol. B, Oct 2010 rev Aug 1, 2013 II. PRE-NEGOTIATION PROJECT TEAM KICKOFF MEETING (VA AND A/E) After A/E selection, but prior to fee negotiations, the A/E shall attend a technical meeting at VA Central Office (VACO) with the Construction and Facilities Management (CFM) staff, Veterans Integrated Service Network (VISN), and VA Medical Center (VAMC) representatives, to clarify project design intent (project goals), scope, schedule, and specific requirements based on VA needs and criteria. Individual roles, responsibilities, points of contact, project objectives, and technical guidance shall be established. The VA PM shall lead this meeting, and shall remain as lead throughout project development. The PM serves as the liaison between the A/E and VA Medical Center, VISN, and CFM staffs. It is the PM’s responsibility to keep the project on schedule and within budget, with no change in scope beyond refinement unless dictated by changing needs. As appropriate, and to the extent the information is available,
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